Receptionist/facility Officer-Giz Office Beirut

A.   Required qualifications, competences and experience Qualifications University degree in office administration or similar Professional experience At least 3 years’ professional experience in a comparable position Sectoral competence and experience Public relations, events planning and management  Translation (Arabic – English and vice versa) Administration assistance Experience in handling invoices, calculation, and distribution lists, petty cash Language Skills: English and Arabic - Level of Knowledge: Fluent spoken and written skills, German language is an asset Other knowledge, additional competences Communication Skills: Excellent communication, cooperation and interpersonal skills, written and oral Reliability and excellent time management Dedication/commitment Friendly and cooperative nature Computer Skills: Proficiency in using Microsoft Office applications, especially MS Outlook and handling public calendars   B.   Responsibilities liaising with customers in a service-oriented manner on behalf of the German Development Country office by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area dealing with phone calls for the German Development Country office ensuring incoming and outgoing calls are efficient and uninterrupted performing reception and secretariat services on a daily basis Good impression of the reception area, an organised waiting area, courtesy and assistance to visitors Keeping printed materials/magazines in the entrance area organized Managing and coordinating the meeting room of German Development Country Office Coordination and supervision of service and cleaning staff Assisting the cluster coordinator for the administrative tasks   C.   Tasks 1.      Phone and reception services answers and accepts phone calls and messages and/or forwards them maintains a call-back list of all incoming calls which cannot be taken by the relevant staff member operates and handles the answering machine appropriately, switch it on and off punctually, retrieves messages and changes the modes of machines according to holidays and official working hours including changing the main message on the machine when needed. registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages) ensures that visitors are comfortable by offering newspapers, refreshments etc. handles the telephone system software and calculation system, printing the needed sheets on monthly bases and forwarding the necessary information to the Finance Department Reports on any faults in telephone system, fax, answering machine and telephone software and contacts the maintenance company for any problem   2.      Office work and services ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email), including updating and sending the monthly telephone list and other relevant lists. sorts and distributes incoming correspondence and daily mail from the post office (email, fax, other official documents). is responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc., and is responsible for these. ensures periodicals are put out updates the index of, and data on, contact addresses, phone/fax numbers, and email addresses database system manages and coordinates meeting rooms and handles orders for food and drink (coffee breaks, lunch, etc...), inform the support staff regarding the needed setup of meeting rooms. handles invoices related of meeting rooms coordination according to GIZ Rules and Regulations including translation of invoices regarding the meeting arrangements in cooperation with the support staff monitors the availability of meeting rooms and updating the related calendars   3.      Other duties/additional tasks coordinates and supervises  (incl.monitoring their working hours and timesheets) of the work of the cleaning Staff related to the German Development Country Office documents all processes and handle the related electronic and manual filing in line with GIZ Rules and Regulations     GIZ is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Remuneration will be in accordance with the candidate's qualification, experience, as well as the scope of responsibility of the job announced and in line with local standards.   Note: GIZ will send a feedback only to the candidates that are shortlisted and interviewed in person - after a final decision on recruitment is taken - within one month time from the deadline mentioned in the vacancy announcement.